Fields glossary for online personnel forms

The ID field in an EPAF is a person's V-number. When on the "New EPAF Person Selection" page, if the person does not have a V-number yet, you can create a new one by entering "GENERATED".

The magnifying glass icon can be used to look-up an existing user. 

A position is a notional organizational placeholder for a specific type of work. A person in a position forms a job. The positions are created by UVic's budget office. Some positions have budget allocations, and others do not. One position is normally filled by only one person, however, there are pooled positions that can be filled by multiple people. Casual employees, TAs, and RAs generally have pooled positions. Positions have a default reporting and budgeting structure. 

A job is uniquely identified by a V-Number, Position number, and a Suffix. 

The position suffix is used where a person is in the same position multiple times. This normally occurs with pooled positions where someone might be in the same casual position for two different departments. In this case each job will have the same position number but the two jobs will have unique suffixes (ie: 00, 01, ...). 

A job is uniquely identified by a V-Number, Position number, and a Suffix. 

There are three job types:

1. Primary
   • The primary job is the job that the employee is most closely tied to. The primary job is used to determine the employees home department, service dates, and benefits eligibility. 
2. Overload
   • An overload job is an additional job that is not used in the calculation of benefits eligibility. Most additional jobs on campus are Overload jobs and not Secondary jobs. 
3. Secondary

The Query Date field is used to start the application. Most EPAFs use this date as the first day of employment. On some pages the Query Date is used to check what other Jobs a person may have at this date. 

Because a person could have fewer or more jobs in the future when you want to create another job, it is important to set the Query Date correctly so that you can avoid over-writing another job. 

The "Approval Category" is the name of the EPAF. These are generally named after the action that you will do through the form. 

The SIN or Social Insurance Number field.

Note: When hiring a new employee with a SIN starting with 9 (9XX XXX XXX), please send a copy of their work or study permit, as well as their SIN letter to the Payroll office. 

The HR system is capable of having multiple types of names. At UVic, "Remove" or "REG, DO NOT USE" are generally used.

The person's given name. There is also a preferred first name field that the employee can update through Online tools.

Enthnicity is collected for reporting purposes. While the field is required, the "NR, Not Required" value is a valid answer. 

The current status of the employee. This field can be:

• Active
  • Currently working
• Leave without pay with benefits
  • On an unpaid leave, but is still eligible for benefits
• Leave without pay without benefits
  • On an unpaid leave, no benefits eligibility
• Leave with pay, with benefits
  • A leave where pay and benefits continue
• Terminated
  • Not currently employed at UVic

The employee class code represents the type of employment and the current union group for the employee's primary job. 

This is generally defined by default values, or by the Payroll department.

The Employee Group Code represents the union and status of the employee. 

This is generally defined by default values, or by the Payroll department.

The type of Leave tracking rules that the employee follows. For example, a PEA member will have different leave rules from a CUPE member.

This is generally defined by default values, or by the Payroll department.

The type of benefits package that the employee is eligible for. 

This is generally defined by default values, or by the Payroll department.

The four letter alpha code that represents the department where cheques and tax forms are delivered. 

The first day of the year that the employee was first employed at UVic. 

The date the the employee first started working in the Job. Note that if the employee has held the job in the past, the Job Begin Date indicates the first date that the employee worked in that position, independent of breaks in employment. 

The effective date is the date the change requested through the form. In many cases this is the start or end or employment. It could also be the start of leave or another type of employment change.

Note that the effective date must be in a pay period that the job has NOT been paid in. 

Generally the Personnel date is the same as the effective date, however; occasionally the effective date cannot be changed to the date of the event as the job has been paid. This is where the Personnel date will represent the true event date. 

The status of the job:

• A - Active
• T - Terminated

The number of paid hours per pay period.

Appointment Percent is the percent that an employee is working compared to full time hours. This is the same as FTE x 100.

The set of salary validation information that the job's pay is based on. This is generally represented by the fiscal year, and the version within that fiscal year (A,B,C).

The Step or Pay Band from the salary table that the job adheres to. The steps and pay-bands are defined by the union agreements and can represent specific hourly rates, or pay ranges. 

Time Entry Type is way that the employee will be paid if an electronic timesheet is submitted. 

• Pay Period Exception Time Only
  • Pays hours that are in addition to their regular wage. This is used for salaried employees. 
• Pay Period Time Sheet
  • Only what is on the time sheet is paid. This is for hourly or casual employees
• None
  • This disables the ability to submit online time sheets

This specifies who is able to enter a time sheet into the HR system.

• Department Time Entry with Approvals
  • The department enters the time sheet into Banner and the supervisor approves it. Note that even with Department Time Entry selected, Payroll can still process paper time sheets. 
• Employee Time Entry with Approvals
  • The employee enters their time sheet into My page and the supervisor approves it. 
• Payroll time entry
  • Payroll will enter the time sheet based on a paper copy received.

For more information on online time sheet options please email payrollmanagement@uvic.ca.

The Organization (Orgn) code that represents the department that will be approving the time sheets.

This field holds the V-number of the employee's supervisor. This field is used to understand the reporting structure of the university. The field is overridden by the supervisor that is attached to the position.

• For casual positions there is no supervisor entry on the position, so this field is where it should be indicated
• For regular continuing positions this field is not required as the supervisor is defined through the position.

The Premium Pay Code is used to calculate additional monies based on hourly earnings. Generally this is used for calculating vacation pay for those that do not receive time off. 

Vacation pay rules depend on union agreement and length of service. TAs, casual employees, and employees in their first few years of employment generally have 4% vacation pay.